Washoe: AcceliSCAN and FTP Scan Nov 14, 2018 ENHANCING PROCESS TO DRIVE PROGRESS IN SPECIAL EDUCATION

Agenda AcceliSCAN: using the WCSD approved device by downloading the app the iTunes store to scan into the system Overview Step by Step Directions FTP SCAN: using a printer/scanner to scan into the system Best Practices Launch

AcceliSCAN Overview App located in the iTunes app store Uses same credentials as the regular website Allows for automatic PDF capture or manual PDF capture Allows for scanning of one single-paged or multi-paged document at a time Allows users to determine how long PDFs should stay in phone before being automatically deleted Allows users to upload documents without QR codes by scanning a Student-Level or Event-Level QR Code.

Search for and download the App from the Apple App store. AcceliSCAN: Download App Search for and download the App from the Apple App store.

AcceliSCAN: Login Manually type your same login credentials as the website (washoe.acceliplan.com). Or, click “Login with QR Code”, open the Login QR code in the top right corner in the system, and scan it for faster login.

Click “+” to open the QR code reader. AcceliSCAN: Start New Scan Click “+” to open the QR code reader.

AcceliSCAN: Scan QR Code Step 1: Capture the QR code on the document, or, if you are scanning a document that did not come from Accelify, click “Show QR Code” in the “Attachments” section (see next slide for more details).

AcceliSCAN: System QR Codes Student-Level QR Code: breadcrumbs do not mention any event Event-Level QR Code: breadcrumbs display an event name There is an “Attachments” section at the student-level and the event-level. You can tell based on the breadcrumbs at the top. Both “Attachments” sections have QR codes. If you want a document to be attached to an event, use the QR code in that event. Otherwise, use the student-level QR Code.

AcceliSCAN: Scan Each Page Step 2: Hover over the document and the app will highlight red and auto-capture a picture, or, click manual to take a manual picture. Click the “+” again to scan successive pages of the same document.

AcceliSCAN: Choose Document Type If you scanned a Student-Level or Event-Level QR Code, the app will ask you to choose a document type. Click the header to choose a type. Review all types, and only choose “Other” if none apply.

Step 3: Click “SEND” to send this PDF to the Accelify system. AcceliSCAN: Send PDF to system Step 3: Click “SEND” to send this PDF to the Accelify system.

AcceliSCAN: Attachments The PDF will then be sent to the system. If you scanned a printed form, or you scanned an Event-Level QR code, the PDF will display event-level information . If you scanned a Student-Level QR code, the event-level information will be blank.

AcceliSCAN: Change PDF History You can update how long documents show in the app by clicking “Settings” then “PDF History”. The default is set to 3 days.

FTP Scan Overview Washoe printer/scanners must be configured to upload to Accelify’s FTP site Allows for scanning multiple documents at once, for different students, which will be parsed and uploaded to each student’s Attachments page based on QR codes Allows users to upload documents without QR codes by printing a Student-Level or Event-Level Cover Page.

(NO ACTION NEEDED BY SYSTEM USERS) FTP Scan: Set up Printer/Scanner Step 1: Washoe IT Personnel have set up any on-site printers, with the ability to scan to an FTP site, to scan to Accelify (NO ACTION NEEDED BY SYSTEM USERS)

FTP Scan: Load Documents into Scanner Step 2: User feeds all QR-coded documents into the scanner and directs the scanner to upload to Accelify’s FTP. Note: Washoe County School District will provide further directions related to each printer at a later date.

BEST PRACTICES ON DOCUMENT SCANNING FTP Scan: Best Practices BEST PRACTICES ON DOCUMENT SCANNING Each document should be loaded with pages in the correct sequential order. If a document does not have a QR code, you will need to add a Cover Letter in front of it (see next slide for more details). TO BATCH SCAN MULTIPLE DOCUMENTS WITHOUT QR CODES, PLEASE SEPARATE EACH INDIVIDUAL DOCUMENT WITH A COVER PAGE. Cover pages can be used more than one time.

FTP Scan: Cover Pages Student-Level Cover Page Event-Level Cover Page Student-Level Cover Pages can be found in the Student-Level “Attachments” section. They do not have event data. Event-Level Cover Pages can be found in the Event-Level “Attachments” section. They include event data.

FTP Scan: Attachments The PDF(s) will then be sent to the system. If you scanned a printed form, or if you scanned an Event-Level Cover Page, the PDF will display event-level information . If you scanned a Student-Level Cover Page, the event-level information will be blank. Please allow up to one hour for scanned documents to show in Accelify system.

Launch Details and Expectations AcceliSCAN and FTP Scan will be live in Washoe in the beginning of the 2019 calendar year. Washoe County School District will provide further guidance on expectations related to document scanning at a later date.